Water is derived from two wells, which were new in 1991. Approximately 70% of the City (60 homes) are served by a piped circulating water and sewer system and have full plumbing. The remainder haul water and use honeybuckets. The community plans to expand the system to the remaining unconnected 19 homes and the fish processing plant, and to replace the older part of the system installed in the late 1970s. A new landfill and access road were completed in 1997, and the City has begun a refuse collection service.

RUBA Status & Activities This Qtr:

RUBA staff was reassigned during this quarter. Local Government Specialist Jimmy Smith contiues to work for the department but in a new capacity at the Denali Commission. Melissa Taylor transferred from the Nome regional office and will make contact next quarter to schedule a trip to Marshall. Her first task is to update the RUBA assessment and ensure that all indicators continue to be met.

RUBA Activities for the Coming Qtr:

Unfortunately RUBA staff was unable to travel to Marshall during this quarter however, we will continue to provide assistance via facsmile, phone and email to the city staff.

Scores:

Essential Indicators:

26 of
26

Sustainable Indicators:

21 of
27

Total Score:

47 of
53

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

The City staff continues to provide financial reports to RUBA staff for review. The staff continues to use QuickBooks Pro for all financial activities of the City such as billing customers, payroll, paying vendors and reconciling bank accounts.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

The staff continues to use the QuickBooks Pro software program for all accounting functions of the City. The staff has become very proficiant in using the software and have gone to several other communities to train in how to set up and use the QuickBooks software.
RUBA staff trained the city staff how to back up the QuickBooks files and removed old programs and cleaned up one of the computers.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

N/A

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

Per the Internal Revenue Service (IRS) the city is in compliance with the IRS for filing tax reports and are current in tax deposits. There is a levy against an individual not against the city. The notice was sent to the city to collect money owed by the individual to the IRS.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

No

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

No

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The city has workers compensation coverage through Alaska Municipal League Insurance that will expire July 1, 2008. The city staff has been following the city council personnel policy for all substitute and temporary hires.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The City Council may have to work with their attorney to address the potential vendor payments that will have to be paid along with the IRS. Although these are not water sewer related, this may have an adverse impact on all the City finances.
The utility operator for the City is a council member, and was hired as a superintendent by a contracting firm, but still resides in the community.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

No

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

No

The utility is not on the "Significant Non-Complier" (SNC) list.

No

The utility maintains an inventory control list.

No

The utility maintains a critical spare parts list.

Operation of Utility Comments

The utility created a preventative maintenance plan for their operation. A copy of the plan was submitted to the RUBA staff by the mayor.